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Technology Business Operations Coordinator
Technology Business Operations CoordinatorWest Ada School District • Meridian, ID, US
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Technology Business Operations Coordinator

Technology Business Operations Coordinator

West Ada School District • Meridian, ID, US
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Hours : 40

Salary : $22.41

Calendar : PURPOSE

The primary purpose of this position is to provide operational and administrative support to the Technology Department to ensure efficient management of technology resources, budgets, and procurement processes. The IT Business Operations Administrative Coordinator assists with key initiatives such as department budget tracking and transfers, technology acquisitions and annual renewals, hotspot distribution, student technology fines, and E-Rate documentation, while maintaining effective communication within the department and across district offices. This position plays a vital role in supporting the department’s strategic goals by combining technical proficiency, organizational skill, and strong customer service to facilitate smooth and compliant technology operations districtwide.

SUPERVISION RECEIVED

Receives general supervision from the Chief Information Technology Officer and IT Leadership team. Works collaboratively with Information Tech staff.

ESSENTIAL DUTIES

Duties may include, but are not limited to, the following :

Vendor and Contract Management

  • Assist with organizing and maintaining vendor information, agreements, and contracts.
  • Utilize centralized vendor and contract management systems to ensure timely renewals and compliance.
  • Collaborate and assist the Business Office, Procurement, and other departments to coordinate IT purchasing activities.
  • Maintain documentation and ensure compliance with data protection and district standards (e.g., DPA compliance).
  • Monitor vendor performance and facilitate resolution of issues or escalations as needed.

Budgeting and Financial Managemen t

  • Assist with monitoring budgets, tracking balances, and preparing fund transfers.
  • Prepare, process, and track purchase orders and service contracts in accordance with district policy.
  • Ensure procurement activities align with district financial and purchasing regulations.
  • Perform accurate data entry and maintain financial records to support budget tracking and reporting.

    • Software and License Management

  • Track and manage software, hardware, and service renewals to prevent lapses in coverage or licensing.
  • Maintain records within contract management or related tracking systems.
  • Coordinate with software vendors and district staff to support technology implementations and renewals.
  • Assist and support compliance with licensing terms and manage associated documentation.

    • Administrative Assistance

  • Support the preparation, submission, and tracking of E-Rate applications, reimbursements, and related documentation.
  • Maintain compliance with federal E-Rate procurement requirements and record retention standards.
  • Collaborate with internal and external stakeholders to facilitate the timely achievement of E-Rate milestones. Provide support for inventory management and reporting associated with E-Rate requests.
  • Monitor budgets and expenditures specific to E-Rate fund categories.
  • Support the distribution, collection, and tracking of technology assets such as hotspots and student devices.
  • Process billing, payments, and reconciliations related to student technology fines.
  • Coordinate logistics to ensure accurate financial transactions and timely asset reconciliation.
  • Assist in developing, reviewing, and maintaining purchasing and technology-related policies and procedures.
  • Support the creation and maintenance of internal documentation and web content.
  • Maintain accurate records, certifications, and compliance documentation in alignment with district and legal standards.
  • Support continuous improvement of procurement and operational processes.
  • Maintain regular attendance, adhere to all district policies and procedures, and demonstrate professionalism in all interactions.
  • Work with various cultural and ethnic groups in a tactful and effective manner; foster an environment that embraces integrity, trust and respect.
  • Be an integral team player, which involves flexibility, cooperation, and communication.
  • Perform other related duties as required

    • MINIMUM QUALIFICATIONS

    Knowledge of :

  • General office procedures, recordkeeping, and administrative practices.
  • District purchasing, procurement, and budget tracking processes.
  • Basic principles of accounting and financial documentation.
  • Technology inventory and asset tracking procedures.
  • Contract management systems and data entry software.
  • E-Rate program requirements and documentation standards.
  • Proper grammar, spelling, punctuation, and business correspondence formats.
  • Customer service practices and effective communication techniques.
  • Data privacy, digital security, and document retention requirements.
  • Operation of a personal computer and job-related software applications for word processing, spreadsheets, database creation and maintenance, information storage and retrieval, and related tasks;
  • English grammar, spelling, and punctuation.

    • Ability to :

  • Build positive relationships with staff and administrators.
  • Assist with budget monitoring, purchase order processing, and vendor coordination.
  • Maintain accurate records, reports, and databases in electronic and paper formats.
  • Communicate effectively and professionally with district staff, vendors, and external agencies.
  • Prioritize multiple tasks and meet deadlines with accuracy and attention to detail.
  • Learn and apply district policies, procedures, and technology systems.
  • Prepare, proofread, and format correspondence, forms, and documentation.
  • Assist with E-Rate submissions, tracking, and reimbursement processes.
  • Track and support software license renewals and hardware inventory.
  • Coordinate logistics for technology distribution, returns, and fine processing.
  • Exercise discretion and maintain confidentiality of sensitive information.
  • Work independently and collaboratively within a team environment.
  • Adapt to changing priorities and perform other duties as assigned.
  • Maintain regular attendance and adhere to assigned schedules to fulfill job responsibilities.
  • Operate and use modern office equipment, including computers and appropriate software.
  • Communicate clearly and concisely, both orally and in writing.

    • QUALIFICATIONS

    Any equivalent combination of experience and training that would provide the required knowledge and abilities necessary to perform the work.

  • High school diploma or GED equivalent
  • Minimum of two years of administrative, clerical, or procurement related roles. Experience in a technology department preferred.
  • Experience, education and / or training in procurement and e-rate processes highly desired.
  • Must have a valid Idaho Driver’s license and a vehicle to drive and / or must provide own transportation for job related activities.

    • ESSENTIAL PHYSICAL ABILITIES

  • Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively in person and on the telephone.
  • Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review, evaluate and prepare a variety of written documents.
  • Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate standard office equipment and a personal computer.
  • Sufficient personal mobility, flexibility, and physical reflexes, with or without reasonable accommodation, which permits the employee to lift up to30 pounds, to sit and work at a keyboard for an extended period of time, and work in an office environment.

    • EVALUATION

    Yearly by supervisor

    TERMS OF EMPLOYMENT

  • Regular attendance is an essential function of this job.
  • If you are chosen for this position your employment with the District would be "at will". Employment at Will means that the employee or the District may terminate the employment relationship with or without cause, and with or without notice, at any time.
  • As per Idaho Code 65-5-1 / 65- : "Eligible veterans are provided advantages in public employment in Idaho…"

    • Approved : RS 10 / 30 /

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